Sales Administrator

Job Description

Job Description

Job Description: Full-Time Sales Secretary

Ballweg Equipment is seeking a detail-oriented, highly organized Full-Time Sales Secretary to join our team in Waupun, WI. This administrative role is vital to supporting our sales team, managing equipment inventory, processing financial applications, and ensuring smooth daily dealership operations.

Schedule & Compensation

• Shift: Monday through Friday, 7:30 AM – 5:00 PM.
• Saturdays: One Saturday per month, 7:30 AM – 3:00 PM.
• Type: Full-Time.
• Benefits: Full benefits package included (Medical, Dental, Vision, Retirement options, and Paid Time Off).

Key Responsibilities

Sales Contracts & Financing

• Process all dealership sales contracts and handle customer financing.
• Enter credit applications  (installment and revolving) 
• Assist customers with completing Multi-Use (Farm Plan) applications online.
• Stay updated on current John Deere Financial rates and programs.
• Issue final equipment invoices for customer contracts.

Inventory Control & Systems Management

• Log descriptive notes in business system and the sales/rental spreadsheets.
• Enter trade-ins into  business system , gather specifications/pricing from salespeople, arrange equipment photography, and list units on Machine Finder.
• Keep master sales and rental spreadsheets up to date.
• Reconcile physical inventory lot tags monthly against database sales records.
• Pull monthly "Sold Inventory" reports to purge sold units from advertising
• Process incoming equipment invoices; modify inventory status in the business system, and process Accounts Payable vouchers.
• Track and update equipment hours in the business system and online ads following demos and rentals.

Sales Support & Manufacturer Programs

• Gather freight and shipping quotes for the sales team.
• Coordinate and manage John Deere Gold Key Tours for new equipment buyers.
• Administer John Deere Rewards programs and input customer data.
• Process manufacturer rebates weekly and manage extended warranty options.
• Prompt management on needed inventory by reminding Tom of new equipment orders.

Logistics & Communications

• Coordinate factory freight shipments  
• Review the Unshipped Will Call Report three times per week.
• Route incoming sales leads from all sources used
• Participate in agricultural teleconferences every Tuesday and Thursday.

Administrative & Reception Backup

• Answer incoming phone calls promptly and professionally.
• Act as primary backup for the Receptionist (covering lunches and absences).
• Bill out equipment rentals in a timely manner.
• Manage daily email correspondence and handle general clerical filing.
• Assist with formatting and distributing the weekly company newsletter.
• Complete other operational duties as assigned.

Job Requirements & Qualifications

• Experience: Previous administrative experience in an agricultural, automotive, or heavy equipment dealership is highly preferred.
• Software Skills: Direct experience with  IntelliDealer , Machine Finder, or equivalent dealership management systems (DMS) is a major plus.
• Financial Literacy: Comfort handling credit applications and basic accounts payable (A/P) vouchering.
• Traits: Strong multitasking capabilities, sharp attention to detail, and a collaborative team attitude.